TABLE OF CONTENTS

• Who can get access to Build Plans
• Access to Build Plan Finances
• Build Plan Card General
  • Key Fields
  • Important Build Plan Dates
  • Sensitive Fields
• Build Plan roles
  • A BP Role:
    • View Assigned Employees
    • Update Roles
  • Allowed Allocation Employees
• PW in the Build Plan 
  • Exclude from WIP in the Build Plan
• Close Build Plan
  • When Can You Close a Build Plan?
  • How to Close a Build Plan
• Re-Open Build Plan

Who can get access to Build Plans

Generally, there are several levels of access to Build Plans. The first level is set up on system level — include an Employee to the appropriate user group and give him/her access to the reference.

In the FCX System, all users can view the Build Plans Reference: open the reference, view the list of the Build Plans, open the Build Plan Card.

Employees of the “Build Plan Manager” role have full access to the reference. That means, they can edit a Build Plan Card.

However, we have special access rules for the Build Plan Card. So, this is the second level of access, which depends on your additional Roles, membership in the Build Plan, and whether you are the head of a BP Project.

In the table below, we describe who can edit the Build Plan requisites.

Access to Build Plan Finances

The intrinsic part of the Build Plan is its financial data. Build Plan finances are only visible to Employees with Finance access.

Let's deal with the Finance access.

• First, you should belong to the Financial employee role.
• Then, if you are a BP Owner, you will see the finances of all your BPs.
• You are a Project Owner — access to the financial data of all Build Plans of your Project.
• Next, you are a member of Project Role with active checkbox “finance access” — accessible finances of all Build Plans where you participate.
• You have the Employee Role “All Direct Cost BPs Financials” — so you have access to financial information of all Direct Cost BPs.
• And the last one is the “Full Financial” Employee Role that gives advanced access to the finances for all Build Plans.

Build Plan desktop card: 

• Financial reports (Financial Analysis, Financial Budget, Financial Statement) - accessible only to employee roles: Director&Executive, Account&Bookkeepers.
• Labor Costs and Labor reports - accessible only to employee roles: Hr Manager, Director&Executive, Account&Bookkeepers.

Exclude from WIP checkbox: only a Project Owner can exclude a Build Plan from WIP calculation and the dashboard.

Build Plan Details (Tabs)

Build Plan Details are shown as tabs in the web Build Plan card (for example: General, Roles, Budget, P&L, CIM, and VIM). These tabs are available to all users with access to the Build Plans reference and dashboard.

To open Build Plan Details from the desktop card, go to the top ribbon and click “Show Details” in the Home section. This will open the web Build Plan card.

Remember that the set of tabs in the Build Plan web card depends on the Employee's access rights. Let's look at the table to understand access to the BP's Tabs.

• Generally, the Project Owner, BP Owner, member of Project Role are assigned to the Build Plan Manager employee role.
• Some Build Plans tabs can be hidden according to the system setting HideBPTabs.

Build Plan Card General

Open the Build Plan Card to track activity, view details, and make updates.

Key Fields

Build Plan Category – Specify or change the BP category. Categories can be used as data breakdowns in Profit & Loss (P&L) statements and may also determine default exclusion from WIP.

Build Plan Owner – Can be updated by the Project Owner or Advanced BP Manager.

Description – Prefilled when creating a new Build Plan; can be edited.

Build Plan Progress – Update the estimated completion percentage. Field employees can also update this in the mobile app. Accountants and Bookkeepers can adjust the percentage for past dates.

WO for Unscheduled Visit – Hours spent within BP site boundaries are assigned to this Work Order. 

The WO must be active, and only one unscheduled visit WO can exist per site for automatic time association.

If multiple Work Orders are possible, the system looks for a unique match based on:

• Employee’s Direct Cost Financial Account
• Work Order Type Financial Account

If multiple matches still exist, the system further filters by:

• Employee Class
• Build Plan Class

If no unique match is found, hours are not automatically allocated.

Note: WO for Unscheduled Visit is closed for editing if the Build Plan Site is a Carrier group Site.

Default Sales Tax – Automatically populates in VIM invoices linked to the Build Plan.

Pay Rate Schedule – Assign or update the pay rate schedule used to manage compensation rates.

Important Build Plan Dates

• Due Date – Set a deadline for the Build Plan.
• Generated – Date the Build Plan was created.
• Started – Date when the first related object (such as a Time Card or COD) is created. The minimum date of BP's Financial Distribution (first Time Card, Invoice, BOM, etc.) 
• Construction Start Actual date is filled from the corresponding BP milestone, which in turn is a date when an Employee arrived at the Site (First Arrival field in the WO).
• Last Activity is the date of the most recent posted revenue or expense entry allocated to the Build Plan. It refers to the latest Financial Distribution record. It is displayed only for active Build Plans.
• Days Since Last Activity shows how many days have passed since the most recent Build Plan activity. It is displayed only for active Build Plans.
• Completed – Date the Build Plan is closed.

  
  

Sensitive Fields

Customer and Customer Job – Update the Customer, then select or create a corresponding Customer Job if needed.

Custom Name and Number – Enable the checkbox to edit the Build Plan Name. Disable it to return to auto-naming. Enter a custom value in the Number field if required.

Profit Center – Override the default Profit Center. If cleared, the system recalculates and applies the default based on configuration.

Class – Automatically assigned based on configuration or pulled from the Customer Job. Can be updated and applied to CIM and VIM invoices for payroll system synchronization.

Site – Update or select a new site. The system will automatically update the Region, Market, and Carrier. If needed, update the Site in related Work Orders to match the Build Plan. Use Populate Site to WO to apply the change.

This ensures Dispatches are scheduled to the correct location.

Build Plan roles

Build Plan Roles define each person’s responsibilities within a Build Plan.

A BP Role:

• Grants access to Build Plan finances if the “Finances Access” option is enabled in the role settings.
• Allows editing of Build Plan tasks and milestones.
• Enables Build Plan chat notifications, if configured for the role.
• Is used in dashboards to calculate roles such as Crew Lead and COP Lead.

View Assigned Employees

To view employees assigned to a Build Plan role:

• In the web Build Plan card, open the Roles tab and check the table on the left.
• In the desktop Build Plan card, locate the table on the left.

Update Roles

You can update role assignments as needed. To replace an employee across multiple Build Plans:

1. Open the Employee card.
2. Go to the More tab.
3. Click “Replace in BPs.”
4. Select a replacement employee.
5. Choose where to apply the change (all active Build Plans or selected ones).

Allowed Allocation Employees

This section lists employees who can allocate Time Cards and COD purchase requests to the Build Plan. Add employees here as needed.

PW in the Build Plan 

PW is autofilled in the Build Plan generation when you select the PW field in the Build Plan Request (New Build Plan).

The PW flag is copied from the Build Plan to Work Orders:

• Automatically when the Work Order is created.
• Manually when the PW flag is checked or unchecked.
  • Desktop Build Plan card:
  • The system asks how to update PW in the Work Orders linked to the Build Plan.
  • You can choose to update all Work Orders, selected Work Orders, or not update them.
  • Web Build Plan card:
  • After changing the PW checkbox, click Populate.
  • Select the Work Orders to update: all or specific ones.
  • If the change should also apply to Dispatches, select the date. The date can be prefilled with today’s date or the Build Plan generated date.
  • Click Populate.
  • PW will be updated in the selected Work Orders and Dispatches.

If configured, notifications are sent to the relevant employees.

Exclude from WIP in the Build Plan

The Exclude from WIP checkbox excludes a given Build Plan from all WIP calculations, including P&L, WIP Dashboard, and Budget Table in the Build Plan.

How the checkbox is populated and behaves:

• It is automatically selected for new Build Plans if “Exclude from WIP” is enabled in any of the following:
  • Project
  • Build Plan Category
  • Scenario (“Exclude from WIP by default”)
• This checkbox can only be locked (made un-editable) by the Project. If the Project has “Exclude from WIP” enabled, then the Build Plan will inherit the setting and the checkbox will be locked — it cannot be unchecked.
• If the Project does not enforce exclusion, then the checkbox will remain editable in the Build Plan regardless of Category or Scenario settings.

Close Build Plan

When Can You Close a Build Plan?

You can close a Build Plan if:

• No open balance on a Sales Order — If there is an open balance, must zero it out or remove it
• No open balance on Vendor POs — If open balance, can close-short
• CIM Invoices cannot be in Pending Stage
  • NOTE It is ok to close a BP if an Invoice is in Submitted stage, but not yet synced to QB

How to Close a Build Plan

Use the “Close Build Plan” button to change BP record status from active to closed. All related Work Orders will also be moved to closed status.

Only Administrators, the Project Owner and Employee with role “Can Open/Close BP” can close the Build Plan, otherwise you can send a request to close it.

Once you have closed a BP, the system:

• changes the BP's status to Closed, 
• changes the status of the associated Work Orders to Closed,
• fills in the Completed date of the BP.

Re-Open Build Plan

To reopen the Build Plan, click on the “Activate” button on the ribbon. The FCX system will change the BP record status to active and open Work Order records from closed to active. So, you can correct Build Plan's financial data, make changes to Time Keeping and so on.

 The “Activate” option is available for Employees with the role “Can Open/Close BP”.